Accounting Specialist / Project Accountant

We are seeking a detail-oriented and highly organized Accounting Specialist / Project Accountant to join our Finance and Accounting team. This position will play an important role in supporting the firm's day-to-day accounting operations, with primary responsibilities in accounts payable, accounts receivable, project billing, and general accounting administration.

The ideal candidate is proactive, collaborative, and comfortable managing multiple priorities in a deadline-driven environment. This individual will work closely with the accounting team, project managers, and other internal stakeholders to support accurate financial reporting, timely project invoicing, and effective financial operations across the firm.

Key Responsibilities

Accounts Payable

• Process vendor invoices, employee expense reports, and consultant invoices accurately and in a timely manner.
• Review invoices for appropriate coding, approvals, supporting documentation, and compliance with company policies.
• Assign appropriate general ledger accounts, project numbers, and expense classifications.
• Coordinate invoice approvals with project managers and department leaders.
• Prepare and process vendor payments, including checks, ACH, and electronic payments.
• Reconcile vendor statements and resolve discrepancies or outstanding invoice issues.
• Maintain accurate vendor records and respond to vendor inquiries.
• Assist with monitoring accounts payable aging and managing payment schedules.

Accounts Receivable

• Monitor outstanding client balances and maintain accurate accounts receivable records.
• Prepare and distribute client invoices and statements as needed.
• Apply incoming client payments and ensure accurate allocation to the appropriate projects and accounts.
• Reconcile accounts receivable balances and investigate payment discrepancies.
• Communicate with clients regarding outstanding invoices and payment status in a professional and timely manner.
• Assist with collections efforts and follow up on past-due accounts.
• Maintain accurate client records and support monthly accounts receivable reporting.

Project Billing

• Prepare and process monthly project invoices in accordance with client contracts, fee schedules, and established billing deadlines.
• Coordinate with project managers to obtain billing information, review project progress, and confirm appropriate invoicing amounts.
• Review project financial information, including contract amounts, fee structures, labor, reimbursable expenses, and consultant costs.
• Monitor project budgets, contract amendments, additional services, and remaining fee balances to support accurate billing.
• Prepare draft invoices for project manager review and approval.
• Track outstanding project billing items and follow up on missing information or approvals.
• Assist with client billing requirements, including purchase orders, electronic invoicing platforms, and customized billing formats.
• Maintain accurate project billing records and assist with resolving client billing questions.
• Support timely invoicing to help maintain positive project cash flow.

General Accounting & Administrative Support

• Assist with monthly, quarterly, and year-end accounting activities.
• Support monthly account reconciliations and general ledger maintenance.
• Assist with journal entries and other routine accounting transactions.
• Maintain organized and accurate financial records and supporting documentation.
• Assist with preparation of financial reports and schedules.
• Identify opportunities to improve accounting processes, procedures, and efficiencies.
• Provide additional accounting and administrative support as needed.

Requirements

• Associate's or Bachelor's degree in Accounting, Finance, or a related field preferred; equivalent professional experience will be considered.
• 2–4 years of experience in accounting, accounts payable, accounts receivable, or project accounting.
• Experience with Deltek or other Enterprise Resource Planning (ERP) systems preferred; experience in an architecture, engineering, construction, or professional services environment is a plus.
• Working knowledge of basic accounting principles and general ledger processes.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Experience with accounting software and project management or project accounting systems preferred.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational skills and the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while contributing effectively as part of a collaborative team.
• Professional and responsive approach to working with internal and external clients.

Hourly Pay Range dependent on experience - $25-35 p/hour

Benefits

What We Offer

• The opportunity to contribute to a collaborative and creative professional environment.
• Exposure to a variety of accounting functions and project financial management.
• Opportunities for professional development and career growth.
• A comprehensive benefits package, including medical, dental, vision, life & disability insurance, 401(k), etc.